Administrative Clerk Job Description: Top Duties and Qualifications

An Administrative Clerk, or Office Clerk, performs administrative tasks to help employees focus on more big-picture items. Their duties include contacting clients over the phone or via email, organizing and storing files for employees to easily reference and keeping inventory of the office’s supplies.

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Administrative Clerk duties and responsibilities

The responsibilities of an Administrative Clerk depend on the employer’s operations. Employers can hire candidates for duties such as data entry and preparing and processing office documents. Here are examples of an Administrative Clerk’s duties:

  • Answering customer questions, providing information, taking and processing orders and addressing complaints
  • Answering phone calls and calling customers and vendors to follow up on appointments and deliveries
  • Compiling, maintaining and updating company records
  • Managing office inventory and working with vendors to ensure the regular supply of office materials
  • Setting up appointments, scheduling meetings, distributing reports and managing the correspondence between the office and external bodies
  • Compiling and maintaining records of office business transactions
  • Training, onboarding and supervising junior clerks
  • Operating office equipment including printers, copiers, fax machines and multimedia instruments 

Administrative Clerk Job Description Examples:

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Administrative Clerk

We are looking for an organized Administrative clerk to handle file management and maintenance and serve as back up receptionist. You will organize paperwork according to an efficient filing system and digitalize all important documents. You will be expected to protect and update files as well as make them easily accessible to your colleagues.

Responsibilities

  • Check incoming paperwork (correspondence, invoices etc.) and make copies before distributing

  • Sort all papers alphabetically and according to content, dates, significance etc.

  • Create or update records with new files and information

  • Store all paperwork in designated places securing the important documents

  • Enter paperwork into an electronic system either by data entry or by using optical scanners

    Requirements

  • Bi-lingual required

  • Proficient in the use of computers, including accounting software, database software, document management software, and Microsoft Office

  • Prior clerical experience preferred

  • Strong communication skills; ability to interact productively with supervisors, peers, and subordinates

  • Superb organizational skills

  • Excellent time management

  • High school diploma or equivalent required

    Job Type: Full-time

    Salary: $11.00 to $15.00 /hour

    Experience:

  • administrative support: 1 year (Required)

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

    Typical start time:

  • 8AM

    Typical end time:

  • 5AM

    Schedule:

  • Monday to Friday

    Benefit Waiting period may Only full-time employees eligible

  • ×

    Administrative Clerk

    Job Title: Administrative Office Clerk – Arizona (32-40 hours/week)

    Department: Administration

    Reports to:

  • Director of Operations/Claims Operations Manager

    Supervisor Responsibility:

  • No

    Position Summary:

  • This position serves as the first point of contact for Integrion guests and callers. Duties include answering general telephone calls into the office, distributing these calls to the appropriate personnel, greeting and triaging the needs of office visitors, creating new claims in our computer system as they come in to the office, opening and coding mail, scanning documents and providing general office administrative support.

    Essential Functions:

  • Answers incoming phone calls. To the best of ability, ensure that all incoming calls are answered.

  • Directs phone calls to the appropriate party/responder.

  • Resolve issues, answer questions for callers to the best of ability.

  • Greets walk-in guests and appointments. Directs these to the appropriate party.

  • Accurately, expertly and timely, sorts, codes and distributes incoming mail each day to appropriate party.

  • Gathers and organizes outgoing mail ready for distribution.

  • Enters new claims into claims computer system (workers' compensation, liability, property, trucking, and miscellaneous).

  • Creates new electronic file on internal server and scans file documents to same.

  • Sorts and prepares check requests for office related bills and expenses.

  • Receives and distributes faxes and electronic mail from multiple sources.

  • Responsible for office administration and coordination related to facility maintenance and office security.

  • Creates and maintains spreadsheets and documents related to the business needs of the office.

  • Supports Director of Operations and Management Staff with numerous tasks and projects.

    Job Qualifications:

    Education and Experience:

  • High School diploma or GED

  • 1-3 years directly related experience

    General Skills:

  • Excellent customer service skills

  • Organizational, time management, and multitasking skills required

  • Follows through on commitments; is reliable, conscientious and dependable

  • Troubleshoots issues and recommends solutions

    Specialized Knowledge, Licenses, etc.:

  • Proficient with MS Office (Word, Excel, Outlook)

  • Experience with phone, scanning and electronic related software with ability to maneuver through basic computer based applications

  • Familiar with .pdf and .tiff file formats

    Values and Mission:

    Adhere to values and mission by demonstrating Service Excellence, Trust, Ownership, One team and Boldness in thought and action.

    Positive Attitude:

    Develop and maintain a positive work environment by behaving and communicating in a manner that fosters good relations with clients, customers, co-workers and management.

    Working Conditions:

  • Integrion Group
  • maintains general office conditions with light to moderate physical demands.

  • Employees of Integrion Group adhere to all safety rules and regulations including building security.

  • Employees participate in ensuring safe and efficient operating conditions that safeguard employees and facilities.

  • Integrion Group
  • maintains a drug free environment; drug testing prior to employment as well as upon a work related accident.

  • Exposure to VDT screens.

    Job Type: Full-time

    Work authorization:

  • United States (Required)

    Application Question:

  • Will you now or in the future require visa sponsorship for employment at New Mexico Mutual or Integrion Group?

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

  • Professional development assistance

  • Other

    Typical start time:

  • 8AM

    This Job Is:

  • Open to applicants who do not have a college diploma

    Schedule:

  • Monday to Friday

  • Day shift

    Benefit Conditions:

  • Waiting period may No
  • ×

    Administrative Clerk

    We are currently seeking a Part-Time Administrative Clerk,

    Duties with include, but not limited to:

    Filing, File Making, Answering Calls, and other General Office Duties

    Hours: 7-11 am Monday -Friday

    Part-Time, with possible Full-Time Growth Options at a later time.

    Job Type: Part-time

    Salary: $12.00 to $15.00 /hour

    Experience:

  • data entry: 1 year (Preferred)

  • administrative: 1 year (Preferred)

  • administrative assistant: 1 year (Preferred)

    Benefits:

  • None

    Hours per week:

  • 20-29

    This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than spontaneous

  • Detail-oriented -- would rather focus on the details of work than the bigger picture

  • Autonomous/Independent -- enjoys working with little direction

    This Job Is:

  • A job for which military experienced candidates are encouraged to apply

  • Open to applicants who do not have a college diploma

    Schedule:

  • Monday to Friday

    Benefit Conditions:

  • Waiting period may apply

  • Only full-time employees No
  • What does an Administrative Clerk do?

    Administrative Clerks are in charge of keeping the office running smoothly by completing clerical tasks for employees, like making copies and faxing documents, taking notes during meetings or scheduling appointments between employees and clients. Some Administrative Clerks perform general bookkeeping tasks for the office. They may also conduct research for upcoming meetings and use this information to build charts, data and reports for employees to use during presentations.

    Administrative Clerk skills and qualifications

    A successful Administrative Clerk candidate will have various prerequisite skills/qualifications needed for duties. Use this section to highlight the educational qualifications, years of experience and skills you want in the ideal applicant. Here are examples of Administrative Clerk qualifications:

    • High school diploma or equivalent required
    • Previous experience in a secretarial role 
    • Excellent organizational, time management and communication skills
    • Ability to use word processing applications and document management software with a minimum typing speed of 60 wpm
    • Working knowledge of basic bookkeeping
    • Strong interpersonal skills and adaptability 
    • Ability to prepare stock inventory and process office bills

    Administrative Clerk salary expectations

    An Administrative Clerk makes an average of $14.97 per hour. Pay rate may depend on level of experience, education and the geographical location. 

    Administrative Clerk education and training requirements

    Administrative Clerks need at least a high school diploma or equivalent for employment, but some employers may require an associate or bachelor’s degree. Clerks can take courses in spreadsheet software, word processing applications, bookkeeping and other related skills to boost their chances of getting the position. 

    Employers often provide on-the-job training, which can last up to a month, to familiarize new office clerks with their procedures. The role requires excellent secretarial skills such as telephone manners, data entry, filing, record keeping and the ability to maintain confidentiality. Companies will train successful candidates on the use of office equipment, proper communication, general operating procedures and guidelines. 

    Administrative Clerk experience requirements

    Administrative Clerks will have excellent office administration skills. They will be detail-oriented and require little to no supervision to carry out their duties for the smooth running of the office. The right candidates will have excellent customer service skills to maintain good relationships and effective communication with personnel, customers and the public. They also need impeccable organizational skills to file and retrieve records with accuracy, schedule appointments, keep minutes of meetings and stock inventory. 

    The ideal Administrative Clerk candidates will have basic bookkeeping knowledge, be tech-savvy and continue to upgrade their skills to improve office productivity and efficiency.  

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    Frequently asked questions about Administrative Clerks

     

    What's the difference between an Administrative Clerk and an Administrative Assistant?

    Administrative Clerks and Administrative Assistants share similar responsibilities and their titles are often used interchangeably, but they do have some key differences depending on where they work. Administrative Assistants usually work closely with a specific department, an executive team or an employee in a leadership role. Administrative Clerks work primarily for an entire office, rather than just one employee or department. 

     

    What makes a good Administrative Clerk?

    A strong Administrative Clerk should be personable and confident, as they’re regularly communicating with clients and employees. They should also be professional at all times, since they’re often the first face people see when they arrive at the office. Effective negotiation abilities are also great for Administrative Clerks to use as they regularly have to work with suppliers to order new office items and stay within budget. Since Administrative Clerks are regularly working in a business environment, it’s beneficial for candidates to have experience working in an office to better understand how it functions, so they can complete tasks more efficiently.

     

    Who does an Administrative Clerk report to?

    The person Administrative Clerks report to typically depends on how large their office is. If they work for a smaller team, they may report to the CEO or owner of the company. In offices with many Administrative Clerks on staff, they may hire Administrative Supervisors to oversee these teams and ensure all clerical tasks are being completed properly. 

    Administrative Supervisors may regularly reach out to employees to determine how well Administrative Clerks are performing and will relay any concerns or praise they receive from office team members. If Administrative Clerks are experiencing issues in their role, they’ll communicate these with the Administrative Supervisor, who then works to efficiently resolve them. 

     

    Which industries do Administrative Clerks usually work in?

    Most Administrative Clerks have similar duties wherever they work, but some may vary depending on the field and industry they’re a part of. They often work at an office in a business-related setting. Others may be employed in private offices like medical or legal firms. In these situations, an Administrative Clerk should know more about the industry they work in so they can better assist customers they interact with. Some Administrative Clerks work at public institutions like hospitals, schools or government entities keeping the office organized and assisting employees with clerical tasks.

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